An image showing a traditional desk phone on the left connected by a yellow arrow to the Microsoft Teams logo combined with a phone icon on the right, symbolizing a transition from traditional telephony to Teams Calling.

KSU is transitioning from desk phones to Microsoft Teams Calling. By the end of October, all faculty and staff will be fully switched over, making communication easier and more flexible. With Teams Calling, you can make and receive calls and check voicemail from any device and any location.

This change enhances communication at KSU by integrating Microsoft 365 tools like Outlook and Calendar to streamline your workflow. Teams Calling provides the mobility and features necessary to support your work wherever you are.

Wondering when your department will transition to Teams Calling? Check out the Teams Calling Transition Information Packet, which includes the phased transition schedule as well as the rest of the information on this webpage: Download the packet

Looking for quick and easy instructions for using Teams Calling? Download the Quick Reference Guide

Have questions or concerns? UITS is here to help! Contact the IT Service Desk: service@kennesaw.edu.

Thank you for your cooperation as we enhance communication and collaboration across KSU!

 

 

Introduction to Teams Calling

  • Teams Calling is a feature in Microsoft Teams that lets you use your KSU phone number to make and receive calls from your computer, tablet, or smartphone. It replaces desk phones, offering flexibility and portability for seamless communication, whether you're in the office, working remotely, or traveling

    With Teams Calling, you can: 

    • Call colleagues and external numbers: Use an easy-to-navigate dial pad or search for colleagues by name. 
    • Access voicemail anywhere: Receive transcribed voicemails in your email for quick reading. 
    • Use advanced features: Transfer calls, check availability before calling, and set up custom greetings. 
    • Go hands-free: Pair your device with a speaker, microphone, or headset. UITS will provide free wired headsets when you transition to Teams Calling. 

  • KSU is transitioning to Teams Calling to enhance communication and productivity.

    Key benefits include:

    • Seamless integration with Microsoft 365 tools like Outlook and Calendar
    • Advanced features for mobility and collaboration
    • The ability to work from anywhere with an internet connection

    Common questions and answers about transitioning to Teams Calling

  • Your department will be transitioned according to the Teams Calling Transition schedule.

    A few weeks before your department's transition, UITS will reach out to your budget manager to share important details and check in so we can ensure everything goes smoothly.

    What to expect during the transition:

    • Keeping your number: You can keep your current KSU phone number or choose a new one. 
      • Want a new number to be assigned to you? Please ask your supervisor to email service@kennesaw.edu with your current KSU phone number and office location, and ask them to include New Teams Calling Number in the subject line.
    • Headsets: UITS will coordinate with your department’s point of contact to deliver wired headsets.
    • Completion notification: UITS will notify you once your transition is complete. We will then coordinate with your department's point of contact to collect old desk phones.

    UITS is here to help you every step of the way! We provide training as well as support from the IT Service Desk—contact us if or when you have questions or concerns. 

  • Departments and groups will be transitioned to Teams Calling as follows. Please note that this schedule is tentative and may be adjusted as needed, depending on factors beyond KSU's control.

    March 

    • Admissions & Registrar (ESE)
    • Chief Business Officer (CBO)
    • Public Safety
    • Sustainability
    • Honors (HON)
    • Libraries (LIB)
    • Strategic Communications & Marketing (COM)

    April

    • Academic Affairs (AAF)—Group 1 
    • Arts (ART)—Music, Dance, Theater, etc.

    May

    • Athletics (ATH)—All teams & athletic administration
    • Auxiliary Services (BSC‐AUX)—Bookstore, Card Services, Parking, Housing Allocations, etc.

    June

    • Architecture & Construction Management (ACM)
    • Continuing & Professional Education (BSC‐CPE)
    • Engineering & Engineering Technology (EET)
    • Financial Aid (BSC‐Student Financial Aid & FWS/SEOG)
    • Business (BUS)—MBA, EMBA, MAcc, School of Accountancy, etc.
    • Planning, Design & Construction (PDC)

    July

    • Academic Affairs (AAF)—Group 2
    • Computing & Software Engineering (CSE)
    • University Advancement (DUA)
    • Office of the President (PRE)
    • Education (EDU)

    August

    • External Affairs/Career Services (EXT)
    • Fiscal Services & Finance (FIN)
    • Graduate College (GDC)
    • Human Resources (HRS)
    • Research (RES)

    September

    • Health & Human Services (HHS)
    • Humanities & Social Sciences (HSS)
    • Information Technology / CIO (ISY)
    • Legal Affairs (LAF)
    • Museum, Archives & Rare Books (MRB)
    • Global Education (OGE)
    • Organizational Leadership & Inclusion (OLI)
    • Operations (OPS)

    October

    • Small Business Development (SBDC)
    • Science & Mathematics (SCM)
    • Student Affairs (STA)

  • All you need is a computer, tablet, or smartphone with internet access, Microsoft Teams, and a headset or microphone/speakers for audio.   

    You can use Teams Calling on any device where Teams is installed, such as a computer, tablet, or smartphone. Calls and messages will sync across all devices.  

    Free wired headsets:

    • UITS will provide free wired headsets when you are transitioned to Teams Calling. 

    Wireless headsets for purchase:  

    Teams phones available for purchase: 

    • Although standard desk phones are not compatible with Teams Calling, faculty and staff can use desk phones after transferring to Teams Calling by purchasing a Teams Phone from the New IT Equipment Catalog—log in using your KSU credentials, select AudioCodes Phone C455HD, and complete the form. 
  • No, installing the Teams app on your personal device is not required. Teams Calling enables you to make and receive calls using your KSU computer. However, if you prefer, you can install the Teams app on your personal device(s) to access Teams and make work calls on the go.

  • You can use Teams Calling to call KSU colleagues and students as well as external numbers within the United States.  

    Please note that Teams Calling is generally available for calls throughout the United States. To enable international calling capabilities, please contact the IT Service Desk. Additional charges for international calling may apply.

  • UITS is here to help! We offer training on the basics as well as advanced features like conference calls, delegated calls, and how to leverage Teams integration with other Microsoft 365 tools.

    UITS provides training on the third Friday of each month—register and join via OwlTrain. 

    • Feb. 21, 10–11 a.m. and 2–3 p.m. via Teams 
    • Mar. 21, 10–11 a.m. and 2–3 p.m. via Teams 
    • Apr. 18, 10–11 a.m. and 2–3 p.m. via Teams 
    • May 16, 10–11 a.m. and 2–3 p.m. via Teams 
    • Jun. 20, 10–11 a.m. and 2–3 p.m. via Teams 
    • Jul. 18, 10–11 a.m. and 2–3 p.m. via Teams 
    • Aug. 15, 10–11 a.m. and 2–3 p.m. via Teams
    • Sep. 19, 10–11 a.m. and 2–3 p.m. via Teams  
    • Oct. 17, 10–11 a.m. and 2–3 p.m. via Teams 

    Would you like to have training for your group on a different date and time, either via Teams or in person?  

    Follow these steps to request personalized group training via Teams or in person: 

    1. Navigate to Software Support in the IT Service Catalog. 
    2. Select Training Request for KSU Technology. 
    3. Complete the form and select Group Training from the Request Type drop-down menu. 

Top Advantages of Teams Calling 

Teams Calling is your all-in-one, portable communication tool. Simplify your workday, declutter your space, and stay connected—anytime, anywhere! Learn more:

  • Whether you’re traveling between campuses or working remotely, Teams Calling lets you make and receive calls from your University number on any device. No need to worry about call forwarding or sharing your personal number. 

    Need a break? Use the Do Not Disturb setting to silence calls for a set time—learn how.

  • With the Teams app, you can make calls using your University phone number directly from any computing device with a microphone and speaker or headphones. No handset needed.   

    Teams Calling headsets are available free to all KSU Employees.

  • Easily transfer calls to colleagues with just a few clicks—learn how.

  • Teams transcribes voicemails and sends them to your email for quick and easy reading—no need to log into a system or download audio files. Missed a call? No problem! 

  • Follow these steps to customize your calling experience in Teams: 

    1. Click More Actions (…). 
    2. Select Settings > Calls. 
    3. Adjust call answering and forwarding preferences, choose ringtones, or set up TTY options for the hearing impaired. 

    Quick tip: Use the text-to-speech feature for fast voicemail setup. Just type your greeting, and Teams will speak it for you! 

  • You can easily add contacts to your speed dial in Teams. Find detailed instructions in this IT Knowledge Base article.

    Please note that speed dial numbers from your previous phone system will not automatically transfer to Teams Calling because Teams uses its own contact management system. You will need to add your frequently called numbers as contacts within Teams or create speed dial/favorite lists within the Teams app itself.

  • Need to call a non-campus number? The Teams app includes an easy-to-use virtual dial pad. Simply click the phone icon, type the number, and hit Call. 

    Speaking of numbers, you may no longer have to look one up for someone at KSU once you start using Teams Calling: If you need to call a colleague, simply click on the Calls tab and type their name into the search bar at the top. This feature is even available to those without a Teams-enabled phone service! 

    Quick tip: Check the availability of the person you are about to call before you call them. Calling when their status is green/available helps to increase your chances of connecting with them. 

  • Teams Calling makes your office phone portable—and there will be one less thing on your desk. Calling through Teams means your computer can also be your office phone! 

Transitioning to Teams Calling 

  • Teams Calling is available to all KSU faculty and staff as part of the university's transition to a more flexible, modern communication system.  

    Additionally, department numbers can be transferred from traditional desk phones to Teams Calling. 

  • Yes. Transitioning to Teams Calling is necessary as we phase out traditional phone systems across KSU. This move allows us to integrate advanced features like voicemail-to-email, call forwarding, and enhanced mobility, ensuring a more streamlined and efficient communication experience. 
  • The transition schedule is available here.

  • Yes. Wired headsets will be provided free of charge—UITS will deliver these when your department is transitioned.

    A limited number of wireless headsets are available for purchase from UITS. Follow these steps to order:

    1. Navigate to UITS's New IT Equipment Catalog
      • Please note that you must log in using your KSU credentials to access the catalog. 
    2. Select Plantronics Headset 8245.
    3. Complete the form for departmental purchase. 

    If you purchase a wireless headset from a different source, be sure to use one that's Teams-certified—Microsoft provides a list of recommended headsets, ear buds, and headphones for use with Teams Calling.  

  • Yes. Faculty, staff, and/or department phone numbers can stay the same.

  • No. You are strongly encouraged to save information for contacts external to KSU before your transition begins.

  • Teams Calling moves your phone system into the Microsoft Teams platform, offering: 

    • Flexibility: Unlike a desk phone, Teams Calling lets you make and receive calls from virtually anywhere, using any device with the Teams app—computer, tablet, or smartphone. 
    • Advanced features: Access call history, voicemail transcription, and real-time call management. 

    Learn more about the advantages of Teams Calling!

  • No. While you can make and receive calls on your smartphone if you have installed the Teams app on it, you do not have to. Teams Calling works on any device with the Teams app installed (computer, tablet, or smartphone). 

  • Yes, but only Teams-certified desk phones are compatible with Teams Calling. Faculty and staff can purchase these phones through the IT Equipment Catalog by following these steps.

    With a Teams phone, you can: 

    • Set up a call queue: Ensure calls are distributed evenly, avoiding missed calls or multiple assistants answering simultaneously. 
    • Maintain centralized voicemail: Calls that go unanswered can be routed to a shared voicemail, ensuring messages are captured and accessible to the team. 
    • Forward calls: Easily forward calls to a colleague when needed. 
    • Keep a record of calls: Track call metrics to monitor performance and identify any areas for improvement. 

  • Follow these steps to purchase a Teams phone: 

    1. Navigate to the New IT Equipment Catalog.  
      • Please note that you must log in using your KSU credentials to access the catalog. 
    2. Select AudioCodes Phone C455HD. 
    3. Complete the form for purchase.  

  • After you have transitioned to Teams Calling, please make sure your desk phone is available for UITS to pick up to complete the process. No additional action will be required on your part. It's as simple as that!  

  • Check out this IT Knowledge Base article for detailed instructions: How to Navigate the Microsoft Teams Interface

Additional FAQs

  • No. While Teams Calling allows you to connect with others anytime, anywhere, this does not mean you need to be available more often than before. Additionally, Teams Calling allows you the option of setting your status to “Do not disturb” or “offline,” or you can simply log out of Teams.
  • Yes. To receive calls, Teams must be running on your computer or the Teams app must be installed and active on your smart device. If Teams is not running, calls will go to voicemail. 

  • Yes. Teams Calling is secure and uses encryption to protect your calls and data, ensuring privacy for sensitive conversations.

  • Yes. You should use Teams Calling for university work, just like traditional desk phones. Make sure to follow KSU’s communication rules for professional behavior. 

  • Yes. Teams Calling maintains a detailed call history, including incoming, outgoing, and missed calls. You can access this history directly within the Teams app to review call details and timestamps. 

  • When using Teams Calling, you can record and transcribe internal calls, but recording external phone calls is not supported.

  • Good news: The main numbers can stay the same. 

    Managing multiple phone lines for your department? Teams Calling will work for you! UITS will work with you to implement the best solution for your needs.

  • Follow the steps in this IT Knowledge Base article to add contacts in Teams.

  • Your phone number can be masked as the call queue's phone number when you make outgoing calls at no additional charge. While you can use the “Call As” feature in Teams Calling to make calls from your call queue’s phone number, this requires a departmental purchase of an additional phone line. Adding an outgoing phone line to a call queue could be useful when a significant number of call queue attendants do not have phone lines of their own, such as student assistants.

  • We suggest you purchase a Teams phone because this will enable seamless call management—the Teams phone will be assigned a phone number that the students can answer without logging in. 

    The Teams phone can use the same number your department currently uses. Read more about this.

  • This case may require a tailored solution. Please contact the IT Service Desk, and we'll work with you to implement the best solution for your needs.

  • Yes. Dial 911 just like you would on a regular phone and confirm your physical location to ensure emergency services can reach you.

    You are encouraged to add your location to Teams Calling as soon as possible so you can be easily located in the event of an emergency. 

  • Yes. Please follow these steps to add your location to Teams Calling for emergency geolocation.
  • Since Teams Calling is cloud-based, losing internet access is like being signed out—you won’t be able to make or receive calls, and incoming calls will go to voicemail.

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Resources & Support

  • Explore KSU's IT Knowledge Base to find detailed guides and step-by-step instructions for using Teams Calling, as well as many other types of KSU-supported technology. 

  • UITS offers pre-scheduled training sessions as well as customized group training to support your transition to Teams Calling: Training is available via Teams or in person to meet your needs.

  • If you have questions or concerns about Teams Calling, UITS is here to help! Contact the IT Service Desk for support: service@kennesaw.edu.